Getting Started Guide

Welcome and thank you for choosing ClearAccessIP. This guide will provide you with the basics steps to get you started on streamlining IP management across your organization.

How to Setup your Account

All new ClearAccessIP paid subscribers are eligible to both no-cost implementation with our customer success team, along with ongoing support. However, some users may wish to create new profiles on their own as their team grows.

Logins and permissions are developed within a two-tiered system: Administrator and Manager. Administrator accounts have broader permissions than Manager accounts. For example:

Administrator profiles can change permissions, passwords, and upload or delete assets for any Manager.

Administrators can upload assets across multiple accounts with a single import.

Administrators can create docket reports with their assets as well as for each of their Managers.

An enterprise can only have one Administrator account, but Manager accounts are limited only by the terms of the subscription. Often we suggest that a lead docket clerk or office administrator be the administrator, but new users should discuss the structure of their team, workflows and needs with the ClearAccessIP accounts team prior to onboarding to optimize the account structure.

Users can create new manager accounts directly from the Administrator login:

Step 1. Find the “New Manager” button from the Manager overview of an Administrator account.

Step 2. Enter the new Manager’s information and create their login credentials. Then click the “create user” button.

Managers should now be able to login using the enterprise URL with those credentials from within the browser, and can begin to upload assets to their profile.

*Note that free trial users will not receive daily docket updates. Uploaded assets will only sync with the patent offices upon initial upload.

Uploading your IP

Whether you’re interested in auditing your docket, engaging with the analytics platform or are preparing a portfolio to be licensed or sold, the first step will be to upload your portfolio - or maybe start with just a few assets first.

The ClearAccessIP end-to-end management platform syncs with the patent offices of 65 countries and regions, and relies upon application serial numbers rather than publication or grant numbers as to ensure the highest level of accuracy possible.

Regardless of whether the patent is still in prosecution or granted, users will upload all serial numbers via this excel template. The platform will automatically sort them by status.

The template should be easy to follow: just type or copy in the serial number(s) you wish to upload, add client and matter number information, save it, upload via the “imports page”, and the platform will then begin to sync with the patent offices.

See more about the upload process here, along with supported countries and serial numbering schemas, and our guide to common upload errors.

Using the Automated Management & Docketing Platform

After the import, the platform begins syncing with worldwide patent offices to provide always up to date file wrappers, along with bibliographic and other identifying data. It usually takes about one minute per ten cases, though in rare circumstances the asset could require a full 24 hours to retrieve the most up-to-date information. Watch as the system sorts pending applications from granted patents and reexams.

Since ClearAccessIP pulls entire file wrappers and bibliographic information for the patents, it can then work with the automated docketing engine to provide all upcoming due dates, maintenance fees, and create “to-do” lists for your US & EP assets.

From the main page, click the blue serial number of any asset to see that file wrapper, along with any upcoming prosecution or maintenance fee deadlines.

AI Analyst & IPDealRoom™

ClearAccessIP’s Patent Intelligence AI™ provides users with insights to power strategic IP decision-making. Using a proprietary convolutional neural net trained on over 70 million worldwide patents, ClearAccessIP’s Patent Intelligence AI™ helps you make the connections between innovations across industries to surface that "needle in the haystack"

Users access the Patent Intelligence AI™ via IPDealRoom™. Each IPDealRoom™ will take, as an input, a single patent, patent family, or even an entire portfolio and provide users with a list of the most closely related IP, ranked by similarity or grouped by assignee.

To create an IPDealRoom:

Step 1: Click the IPDealRoom™ tab

Step 2: This page will include all IPDealRooms™. Create a new one by clicking ADD NEW.

Step 3: Fill in the listing info. This will always remain editable, so no need to fill in every text box or finalize the language. Click CREATE IPDealRoom™ when finished.

Step 4: Add in one or more assets. These can include granted US patents and applications as well as invention disclosures. Add assets by:

Searching by title or serial number to find assets[1]

Checking the box of any asset to be added to the IPDealRoom™

Adding them to the IPDealRoom™ and

Viewing the box to confirm that the record was added

Turn on Machine Learning, as it is off by default. Then view the IPDealRoom™

The machine learning will need a few minutes to run. It is finished when the “Suggested Companies” section populates.